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BSBPMG408A Apply Contract and Procurement Procedures
Apply Contract andProcurement Procedures
Introduction to Procurement
Certificate IV in Project Management 17871Qualification Code BSB41507
Unit Code BSBPMG408A
BSBPMG408A Apply Contract and Procurement Procedures
• Includes processes to purchase or acquire products or services from outside of the project team
• It also includes the contract management and change control processes required to develop and implement purchase orders and contracts
• The project procurement processes form the lifecycle of any contract that is established as part of that process
• A complex project can involve managing multiple contracts or subcontracts simultaneously
• Purchasing interactions with government departments and large organisations are often dictated by complex and formal procurement policies and procedures
Project Procurement Management
Adapated from PMBOK 4th Edition
BSBPMG408A Apply Contract and Procurement Procedures
• Project procurements often involve a formal contract, contracts are legal documents between a buyer and a seller that are mutually binding
• Sellers are obliged to provide the specified products or services
• Buyers are obliged to provide monetary compensation• Some contracts are extremely complex and others can be
very simple• Contracts will include terms and conditions specified by the
buyer and negotiated with the seller• Contracts normally require an extensive negotiation and
approval process including expert assistance form procurement and legal professionals
Procurement Contracts
Adapated from PMBOK 4th Edition
BSBPMG408A Apply Contract and Procurement Procedures
Procurement Approaches
Quotation
ClosedTender
PreviousSupplier
OpenTender
PreferredSuppliers
• Often requires three to five quotes and selecting the lowest or the one that best fits the requirements
• Proposals are sought from a pre-selected group of potential suppliers
• Proposals are sought from all potential suppliers
• Recurring purchasing from a previously selected and well performing supplier
• Pre-qualified list of potential suppliers for different categories of products or services
BSBPMG408A Apply Contract and Procurement Procedures
• Procurement processes for large organisations and government departments normally include some form of tender process
• Tender processes can be very complex and time consuming so they are normally reserved for major procurement, often over a particular monetary threshold
• There are different types of tenders available – open and closed
• There are many different potential steps that can be included in the tender process depending on the preferences and policies of the purchasing organisation
• Tenders result in a legally binding contract between the buyer and the seller
Tender Process
Adapated from PMBOK 4th Edition
BSBPMG408A Apply Contract and Procurement Procedures
Common Tender Process
NegotiateContract
AnnounceSelection
ReviewSelectionCriteria
SupplierSubmissions Requirements
BriefingSession
IssueRequest
ForProposal
PreQualification
Briefing
ReviewRespondents
Request forInformation
ProcurementProcess
Selection
BusinessRequirements
Definition
BSBPMG408A Apply Contract and Procurement Procedures
Tender Definitions
RFI – Request for Information• An open enquiry that spans the market seeking broad data and
understanding
RFQ – Request for Quotation• An opportunity for potential suppliers to competitively cost the final
chosen solution(s)
RFT – Request for Tender• An opportunity for potential suppliers to submit an offer to supply
goods or services against a detailed tender
BSBPMG408A Apply Contract and Procurement Procedures
Tender Definitions
RFP – Request for Proposal• An opportunity for potential suppliers to submit a detailed proposal
on their ability to meet the requirements of the tender
Supplier Briefings• Held by the buyer with all potential or short listed supplier to answer
questions and clarify requirements
EOI – Expression of Interest• An opportunity for potential suppliers to show interest in responding
to a tender
BSBPMG408A Apply Contract and Procurement Procedures
Procurement Policies and Procedures
• There are many excellent procurement related websites and resources available online –
www.tenders.gov.au – Federal government tenderswww.tenders.nsw.gov.au - NSW government tenderswww.tenders.vic.gov.au – VIC government tenderswww.vgpb.vic.gov.au – VIC purchasing boardwww.finance.gov.au/procurement/ - Federal purchasing policywww.apcc.com.au – AUS procurement and construction councilwww.treasury.gov.au/procurement/ - Federal government
procurement guidelines and information
BSBPMG408A Apply Contract and Procurement Procedures
Next Steps
Please proceed to Procurement Processes
in the Learning Program.
Best of Luck!